Wednesday, March 11, 2015

Part II: In an Activity-based Workplace the only constant is still change!

So, how do you still keep ahead of today’s activities, find your way to available meeting rooms, and make sure that guests and visitors can find their way to where you are located for the day?

Part II (for part I of this blog: Click here)

New and alternate approaches to workplaces are continually emerging. The latest growing trend is called Activity-based Working. Activity-based Working aim to boost collaboration, productivity and flexibility while reducing costs.

Activity-based Working is a workplace strategy that provides people with a choice of settings for a variety of workplace activities. Rather than forcing individuals to undertake all their work at one setting, Activity-based Working allows people to physically locate themselves where it is most suitable for them to complete their work.

In an earlier blog we talked about how spaces are designed to create opportunities for intense, focused work to impromptu and informal meeting space, to formal meeting rooms depending on the work an individual is undertaking.

The spaces and facilities could then be divided into different zones and clusters:

  • Hot desks – can be reserved in advance (For private work)
  • Focus rooms - no need to reserve in advance (For private phone conversations, one on one discussions, conference calls and creative activities requiring privacy)
  • Huddle rooms, available for small groups (3-4) - no need to reserve in advance (To meet in an exchange of ideas, meetings, videoconfer- encing, team grant writing, etc.)
  • Small and large conference rooms – must be reserved in advance (To meet in bigger meetings, often with clients and external visitors)

The Activity-based Workplace model thereby flips the traditional office model by making the open work stations the quiet space (as in a library) and the enclosed spaces become the places for conversation as well as privacy.

It allows not only flexibility in working style, but affords the Corporate Real Estate executive flexibility in their real estate strategy with a workplace that allows for contraction and expansion in demand and headcount over time.

How digital wayfinding and productivity solutions can support Activity-based Workplaces 

In this blog we want to explain how digital wayfinding and productivity solutions can support Activity-based Workplaces and which tools an Activity-based workplace requires.

An Activity-based Workplace is an ever-changing environment which require a dynamic an intelligent wayfinding system as well as a room booking and visitor management solution to take care of the hassle of finding the available rooms, optimize room utilization and makes it easy for guests and meeting attendees to find the right location for the next activity.

Visitors still arrive unexpectedly. Meetings and activities change and move to other rooms. Meeting attendees need directions, but there’s noone in the reception to show the way. All meeting and huddle rooms seem fully booked but rooms are still empty. Employees change desks and are hard to find. Meetings get interrupted.

The solution

Today’s modern workplace needs a fully integrated and synchronized digital signage and wayfinding solution that takes away the hassle of finding unoccupied meeting and huddle rooms and creates a more relaxed and efficient workplace environment. A great wayfinding experience gives a great first impression for visitors, while simultaneously freeing your staff from the task of giving directions, instead allowing them to focus on their job.

Interactive kiosk

Interactive kiosk solutions at the entrance, by the receptionist area or by each larger junction inside your facility can provide information and wayfinding at a general level to improve hospitality, self-service, and visitor satisfaction instead of having employees act as “guides” or “way-showers”.

By doing that you will create a great visitor experience improving both visitor and employee satisfaction, as well as enhancing productivity, employee happiness, and reducing your costs!

A Virtual Receptionist or a visitor management system
In an Activity-based Workplace you still need to register guests, handle NDA signing, and notify employees when visitors arrive.  A Virtual Receptionist or a visitor management system improves guest check-in by logging and automatically notifying employees and meeting hosts via SMS or email.

This optimizes time and resources for front desk employees and improves security and access to visitor history. Also this is a great chance to share valuable information with the visitor upon arrival like WiFi login, opening hours, or directions to the meeting or room or the specific desk where the employee is located.

Digital wayfinding
Once someone is ready to navigate through the work space, a digital wayfinding system on large touch screens is a great tool for ensuring that they get to the right place at the right time.

The dynamic map can be placed strategically at each entrance and junction inside your facility making it easy to navigate. Especially usefull when people change desks or relocate due to new tasks or ever-changing schedules.

Productivity based digital signage
Productivity based digital signage, dynamic bulletin boards, and overall meeting room information displayed on large screens provide general information about meetings and events and are automatically updated by calendar integration. This shows what, when, and where making it easy for everyone to find their way to the right location or activity. If an activity changes, the dynamic signs are automatically updated on the fly.

Finally, as the employee or visitors approach a specific room, dynamic door signs, also integrated into your calendar system, reaffirms that the person has made it to the right room for the right meeting or event. If an employee is looking for an available room they can book the meeting room right from the door sign and the rest of the integrated solution is automatically updated.

The result: Creating great employee satisfaction while improving overall staff productivity.

And if you need catering, gear or other associated resources for your meeting?

No more random emails or post-it’s to setup the meeting. Using an integrated and synchronized booking system makes it fast and secure to book meeting resources, catering and more - all in just a few clicks.

A total solution consists of many elements playing in harmony.

AskCody supports them all. Want to learn more?

Download the new white paper now on